HP Provider Electronic Solutions. Billing Instructions. Outpatient Claims

Transcription

1 HP Provider Electronic Solutions Billing Instructions Outpatient Claims

2 TABLE OF CONTENTS INTRODUCTION... 3 CLIENT SCREEN... 5 CLIENT ENTRY INSTRUCTIONS... 5 BILLING PROVIDER SCREEN... 7 BILLING PROVIDER ENTRY INSTRUCTIONS... 7 OTHER PROVIDER SCREEN... 9 OTHER PROVIDER ENTRY INSTRUCTIONS... 9 TAXONOMY SCREEN TAXONOMY ENTRY INSTRUCTIONS POLICY HOLDER SCREEN POLICY HOLDER ENTRY INSTRUCTIONS CLAIM ENTRY INSTRUCTIONS OUTPATIENT HEADER ONE HEADER ONE ENTRY INSTRUCTIONS OUTPATIENT HEADER TWO HEADER TWO ENTRY INSTRUCTIONS OUTPATIENT HEADER THREE...24 HEADER THREE ENTRY INSTRUCTIONS OUTPATIENT HEADER FOUR HEADER FOUR ENTRY INSTRUCTIONS OUTPATIENT HEADER FIVE HEADER FIVE ENTRY INSTRUCTIONS OUTPATIENT SERVICE SERVICE ENTRY INSTRUCTIONS OUTPATIENT OTHER INSURANCE OTHER INSURANCE ENTRY INSTRUCTIONS OUTPATIENT CROSSOVER CROSSOVER ENTRY INSTRUCTIONS

3 INTRODUCTION Now that you have installed and become familiar with the functionality of the HP PROVIDER ELECTRONIC SOLUTIONS software, it s time to begin claims data entry. The claim entry screen consists of eight sections: Five Header, One Service, Other Insurance, and Crossover screens. The following instructions detail requirements and general information for each section of your claim. In the following sections, each data entry field is defined with the appropriate requirements. Edits have been built into the software to assist you in correct data entry, however, READ THESE SECTIONS CAREFULLY. Payment or denial of your claims depends on the data you supply to HP. Please reference your billing manual for detailed Connecticut Medical Assistance Program billing requirements unique to your provider type. 3

4 Provider Electronic Solutions contains reference lists of information that you commonly use when you enter and edit forms. For example, you can enter lists of common diagnosis codes, procedure codes, types of bill and admission sources and types. All of the lists are available from the data entry section as a drop down list where you can select previously entered data to speed the data entry process and help ensure accuracy of the form. There are several lists that you are required to complete prior to entering a transaction. Because this software uses the HIPAA compliant transaction format, there is certain information, which is required for each transaction. To assist you in making sure that all required information is included, some of the lists are required. These lists are: Client Billing Provider Other Provider Taxonomy Policy Holder If these lists are not completed prior to keying your transaction, the list will open in the transaction form. Some of the lists contain preloaded information that is available for auto-plugging as soon as you install Provider Electronic Solutions. Other lists require you to enter the information you will use for auto-plugging. You should enter your data in these lists soon after you set up Provider Electronic Solutions to take advantage of the auto-plug feature. To create or edit a list, select List from the Main Menu and then select the appropriate item. Working with Lists From the Lists option on the menu bar, select the list you want to work with. Perform one of the following: To add a new entry, select Add. To edit an existing entry, select the entry and then enter your changes. The command buttons for Delete, Undo All, Find, Print, and Close work as titled. Note: The Select Command button is not visible on the List window unless it has been invoked by double-clicking an autoplug field from a claim screen. Once a List entry has been either added or edited, the Select button must be clicked in order for the data to populate the claim screen with the selected List entry. 4

5 CLIENT SCREEN The Client list requires you to collect detailed information about your clients, which are then automatically entered into forms. All of the fields are required except Issue Date, Account #, Middle Initial and Subscriber Address Line 2. CLIENT ENTRY INSTRUCTIONS Client ID: Enter the Client identification number assigned by the Connecticut Medical Assistance Program. ID Qualifier: This field has been preloaded with the information that identifies the type of client. This field will be by-passed. Issue Date: Enter the issue date found on the patient s Medical Assistance Program Identification Card. Account #: Enter the unique number assigned by your facility to identify a client. Client SSN: Enter the client s social security number. Last Name: Enter the last name of the client who received services. First Name: Enter the first name of the client who received services. MI: Enter the middle initial of the client who received services. 5

6 Client DOB: Enter the date the client was born. OUTPATIENT CLAIMS BILLING INSTRUCTIONS Gender: Select the appropriate value from the drop down list to enter the client s gender. Code F M U Description Female Male Unknown Subscriber Address Line 1: Enter the street address that is on file with CT Medicaid of the client being referenced. The address is required for providers, clients and policyholders. Line 2: Enter additional address information of the client being referenced, such as suite or apartment number if applicable. City: Enter the city of the client being referenced. The address is required for providers, clients and policyholders. State: Enter the state of the address of the client being referenced. The address is required for providers, clients and policyholders. Zip: Enter the 9 digit zip code of the client being referenced. The address is required for providers, clients and policyholders. 6

7 BILLING PROVIDER SCREEN OUTPATIENT CLAIMS BILLING INSTRUCTIONS The Provider list requires you to collect information about service providers, which is then automatically entered into forms. These can be individual providers or organizations. Use this list to enter all billing provider, and Medicare rendering Medical Assistance Provider numbers. All fields are required except Provider Address Line 2 and First Name when the Entity Type Qualifier is a 2 (Facility). BILLING PROVIDER ENTRY INSTRUCTIONS Provider ID: Enter the National Provider Identifier (NPI) or the Connecticut Medical Assistance Program billing provider number with two leading zeros if the provider is a Non-Covered Entity (NCE). (An NCE is a Medicaid service provider who is not included in the National Provider Identifier requirement.) Provider ID Code Qualifier: Enter the code that identifies if the Provider ID submitted is the Medical Assistance Provider number or the Health Care Financial Administration (HCFA) National Provider Identifier (NPI). Taxonomy Code: An alphanumeric code that consists of a combination of the provider type, classification, area of specialization and education/ training requirements. Only numeric characters 0-9 and alphabetic characters A-Z are accepted. Lower case letters are automatically converted to upper case. The taxonomy code entered in this field must be among the list of taxonomy codes submitted to the Connecticut Medical Assistance Program by the provider via the provider enrollment application. Note: The health care provider taxonomy code list is available on the Washington Publishing Company web site: Entity Type Qualifier Select the appropriate value to indicate if the provider is an individual performer or corporation. 7

8 Last/Org Name: Enter the last name of an individual provider, or the business name of a group or facility (when the Entity Type Qualifier is a 2). First Name: Enter the first name of the provider when the provider is an individual. when the Entity Type Qualifier is a 1. Field will not be available when the Facility Type Qualifier is a 2. SSN / Tax ID: Enter the Social Security Number (SSN) or Federal Employee Identification Number (FEIN) of the provider being referenced. SSN/Tax ID Qualifier: Select the appropriate code from the drop down box that identifies what value is being submitted in the SSN/Tax ID field. Provider Address Line 1: Enter the street address that is on file of the provider being referenced. The address is required for providers, subscribers and policyholders. Line 2: Enter additional address information of the provider being referenced, such as suite or apartment number if applicable. City: Enter the city of the provider being referenced. The address is required for providers, clients and policyholders. State: Enter the state of the address of the provider being referenced. The address is required for providers, clients and policyholders. Zip Code: Enter the 9 digit zip code of the provider being referenced. The address is required for providers, clients and policyholders. 8

9 OTHER PROVIDER SCREEN OUTPATIENT CLAIMS BILLING INSTRUCTIONS The Other Provider list requires you to collect information about non-billing providers, which are then automatically entered into forms. Enter the attending, operating and other Medical Assistance provider numbers in this list. All fields are required except Provider Address Line 2 and First Name when the Entity Type Qualifier is a 2 (Facility). OTHER PROVIDER ENTRY INSTRUCTIONS Provider ID: Enter the National Provider Identifier (NPI) or the Connecticut Medical Assistance Program billing provider number with two leading zeros if the provider is a Non-Covered Entity (NCE). (An NCE is a Medicaid service provider who is not included in the National Provider Identifier requirement.) Provider ID Code Qualifier: Enter the code that identifies if the Provider ID submitted is the Medical Assistance Provider number or the Health Care Financial Administration (HCFA) National Provider Identifier (NPI). Taxonomy Code: An alphanumeric code that consists of a combination of the provider type, classification, area of specialization, and education/ training requirements. Only numeric characters 0-9 and alphabetic characters A-Z are accepted. Lower case letters are automatically converted to upper case. Note: The health care provider taxonomy code list is available on the Washington Publishing Company web site: Entity Type Qualifier Select the appropriate value to indicate if the provider is an individual performer or corporation. Last/Org Name: Enter the last name of an individual provider, or the business name of a group or facility (when the Entity Type Qualifier is a 2). 9

10 First Name: Enter the first name of the provider when the provider is an individual. when the Entity Type Qualifier is a 1. Field will not be available when the Facility Type Qualifier is a 2. SSN / Tax ID: Enter the Social Security Number (SSN) or Federal Employee Identification Number (FEIN) of the provider being referenced. SSN/Tax ID Qualifier: Select the appropriate code from the drop down box that identifies what value is being submitted in the SSN/Tax ID field. Provider Address Line 1: Enter the street address that is on file with CT Medicaid of the provider being referenced. The address is required for providers, subscribers and policyholders. Line 2: Enter additional address information of the provider being referenced, such as suite or apartment number if applicable. City: Enter the city of the provider being referenced. The address is required for providers, clients and policyholders. State: Enter the state of the address of the provider being referenced. The address is required for providers, clients and policyholders. Zip Code: Enter the 9 digit zip code of the provider being referenced. The address is required for providers, clients and policyholders. 10

11 TAXONOMY SCREEN OUTPATIENT CLAIMS BILLING INSTRUCTIONS The Taxonomy list allows you to list the taxonomy code, which is then automatically entered into the Provider List. All fields are required. TAXONOMY ENTRY INSTRUCTIONS Taxonomy Code: An alphanumeric code that consists of a combination of the provider type, classification, area of specialization, and education/ training requirements. Only numeric characters 0-9 and alphabetic characters A-Z are accepted. Lower case letters are automatically converted to upper case. Note: The health care provider taxonomy code list is available on the Washington Publishing Company web site: Description: Enter the description of the code listed. 11

12 POLICY HOLDER SCREEN OUTPATIENT CLAIMS BILLING INSTRUCTIONS The Policy Holder list requires you to list the information for the policyholder of the other insurance policies and Medicare policies. As with the provider and client lists, this list must be completed before completing a claim with other insurance or Medicare. Complete a separate list for each policy when a client has both other insurance and Medicare. Like the other lists, once the code is entered into the list, it may be accessed by the drop down window and will automatically populate into the claim. All fields are required except Policy Holder Address Line 2. POLICY HOLDER ENTRY INSTRUCTIONS This list is required if an indicator of Y is entered in the other insurance indicator field on the Header Three screen. The information on this screen must be entered before you enter the Group Number located on the Other Insurance screen. Client ID: Enter the Client identification number assigned by the Connecticut Medical Assistance Program. Group Number: Enter group number for other insurance or Medicare. If a group number is not applicable, please enter the policy number of the client. For Medicare clients, please enter the client s Health Insurance Claim (HIC) number. Carrier Code: Select the three digit other insurance carrier code from the drop down box. Note: Provider must maintain an Explanation of Benefit (EOB) on file for audit purposes. Carrier Name: This field is auto-plugged by the system once the carrier code is entered and contains the name of the other insurance company listed for the client. 12

13 Other Insurance Group Name: Enter the name of the group that the other insurance is listed under and coincides with group number. Relationship to Insured: Select the appropriate value from the drop down box that identifies the client s relationship to the policy-holder for the other insurance or Medicare listed. If the client is the policyholder, self will be listed. Last Name: Enter the last name of the policyholder of the other insurance or Medicare. Only numeric characters 0-9 and alphabetic characters A-Z are accepted. Lower case letters are automatically converted to upper case. First Name: Enter the first name of the policyholder of the other insurance or Medicare. ID Code: Enter the policyholder s identification number assigned by the other insurance company or Medicare. ID Qualifier: Select the appropriate value from the drop down box that identifies the type of ID that is being used. Date of Birth: Enter the date the policyholder was born. Gender: Select the appropriate value from the drop down box that identifies the sex of the individual. Policy Holder Address Line 1: Enter the street address of the policy holder being referenced. The address is required for providers, clients and policyholders. Line 2: Enter additional address information of the policy holder being referenced, such as suite or apartment number if applicable. City: Enter the city of the policy holder being referenced. State: Enter the state of the address of the policy holder being referenced. Zip Code: Enter the 9 digit zip code of the policy holder being referenced. Patient ID: Enter the other insurance identification number of the Medical Assistance Program client being billed. ID Qualifier: Select the appropriate value from the drop down box that identifies the type of ID that is being used. 13

14 CLAIM ENTRY INSTRUCTIONS OUTPATIENT CLAIMS BILLING INSTRUCTIONS Use the following instructions to complete the claim screens. When data entry is complete, click SAVE. The saved claim will appear in the list below the data entry screen. If the claim data hits edits, a message window will appear with error messages. Click SELECT to move to the highlighted error and correct the data. Once all error messages have been resolved, you can save the claim. Newly saved claims are in Status R (Ready). Status R claims can be edited and saved multiple times prior to submission. Be sure to click ADD before beginning to enter the data for each new claim. Note: The Select Command button is not visible on the List window unless it has been invoked by double-clicking an autoplug field from a claim screen. Once a List entry has been either added or edited, the Select button must be clicked in order for the data to populate the claim screen with the selected List entry. 14

15 OUTPATIENT HEADER ONE HEADER ONE SCREEN OUTPATIENT CLAIMS BILLING INSTRUCTIONS FIELD REQUIRED (R) ALPHA (A) DESCRIPTION LENGTH OPTIONAL (O) NUMERIC (N) SITUATIONAL (S) ALPHANUMERIC (X) TYPE OF BILL 3 R N ORIGINAL CLAIM # 13 S N PROVIDER ID 9 R N TAXONOMY CODE 10 R X LAST/ORG NAME 35 R A CLIENT ID 16 R X ACCOUNT NUMBER # 38 R X LAST NAME 35 R A FIRST NAME 25 R A MI 1 O A PATIENT STATUS 2 R N MEDICAL RECORD # 30 O X FROM DOS 8 R N TO DOS 8 R N RELEASE OF MEDICAL DATA 1 R A BENEFITS ASSIGNMENT 1 R A REPORT TYPE CODE 2 O X REPORT TRANSMISSION CODE 2 O A ATTACHMENT CTL 30 S X 15

16 HEADER ONE ENTRY INSTRUCTIONS Special Note: All data entry will default to capital letters. Header Field Definition $$ = Dollars cc = Cents A = Alpha N = Numeric X = Alphanumeric Type of Bill: Enter the 3-digit code that identifies the type of bill. The code identifies the type of facility and the bill classification. First digit indicates facility. Code Description 1 Hospital 3 Home Health 8 Hospice Second Digit indicates the Bill Classification. Code Description 1 Inpatient (including Medicare Part A) 2 Inpatient (Medicare Part B only) 3 Outpatient 4 Other (for hospital referenced diagnostic services, or home health not under a plan of treatment) Third Digit indicates the Frequency. Code Description 0 Non-payment / Zero Claim 1 Admit through discharge date 2 First interim claim 3 Continuing Interim claim 4 Last interim claim 7 Replacement of prior claim (designates electronic adjustment) 8 Void/Cancel of prior claim (designates electronic adjustment) Note: If the third digit is a 7 or 8, the Original Claim field will be required. NNN Original Claim #: This field is populated when the last digit on the Type of Bill is a 7 or 8. When a claim is replaced or voided, indicate the original Internal Control Number as it appears on the remittance advice. 16

17 Situational NNNNNNNNNNNNN Provider ID: Enter the NPI or Connecticut Medical Assistance Program s Provider number with two leading zeros. NNNNNNNNN Taxonomy Code: This field will be auto plugged once you enter your provider number and contains an alphanumeric code that consists of a combination of the provider type, classification, area of specialization, and education/ training requirements. Note: The health care provider taxonomy code list is available on the Washington Publishing Company web site: NNNANNNNNA Last/Org Name: This field will be auto plugged once you enter your provider number and contains the provider s name or the first two letters of the provider s last name as enrolled in the Connecticut Medical Assistance Programs. Example: THOMPSON or TH AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA or AA Client ID: Enter the client s nine-digit Connecticut Medical Assistance Program s identification number. NNNNNNNNN Account #: Enter the patient s account number. Provider assigned, this field may be alphabetic or numeric and is used for the provider s own accounting purposes. XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Last Name: This field is auto plugged when the client ID is entered and contains the client s last name or the first two characters of the client s last name. Example: THOMPSON or TH AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA or AA 17

18 First Name: This field is auto plugged when the client ID is entered and contains the client s first name or the first character of the client s first name. There are no spaces allowed in this field. Example: JOHN or J AAAAAAAAAAAAAAAAAAAAAAAAA or A MI: This field is auto plugged when the client ID is entered and contains the first character of the client s middle name. Example: J Optional A Patient Status: Enter the appropriate patient status code as of the through date from the table below: Code Description 01 Discharged to home or self care (routine discharge) 02 Discharged/transferred to another short term general hospital 03 Discharged/transferred to a skilled nursing facility 04 Discharged/transferred to an intermediate care facility 05 Discharged/transferred to another type of institution 06 Discharged/transferred to home, under care of organized home health service organization 07 Left against medical advice 20 Expired or did not recover 30 Still a patient 40 Expired at home 41 Expired in medical facility 42 Expired place unknown 50 Hospice home 51 Hospice medical facility 61 Discharge/transferred within this institution to hospital-based Medicare approved swing bed 72 Discharged/transferred/referred/to this institution for outpatient services as specified by the discharge plan of care NN Medical Record #: Enter the number assigned to the patient s record. 18

19 Optional XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX From DOS: Enter the first date of service on which services were provided for this claim MM/DD/CCYY To DOS: Enter the last date of service on which services were provided for this claim. MM/DD/CCYY Release of Medical Data: This code indicates whether the provider, has on file, a signed statement by the client authorizing the release of medical data to other organizations. Enter the value that corresponds to the release of the medical data: Code I Y Description Informed consent to release medical information. For conditions or diagnoses regulated by federal statutes Yes, provider has a signed statement permitting release of medical billing data related to a claim A Benefits Assignment: Code identifying that the client, or authorized person, authorizes benefits to be assigned to the provider. Enter one of the values below to indicate assignment of benefits. Y - Yes N No W Not Applicable A Report Type Code: Code indicating the title or contents of a document report or supporting item for this claim Enter the two-digit value that corresponds to the report type. Code Description 03 Report Justifying Treatment beyond Utilization Guidelines 04 Drugs Administered 05 Treatment Diagnosis 19

20 06 Initial Assessment 07 Functional Goals 08 Plan of Treatment 09 Progress Report 10 Continued Treatment 11 Chemical Analysis 13 Certified Test Report 15 Justification for Admission 21 Recovery Plan A3 Allergies/Sensitivities Document A4 Autopsy Report AM Ambulance Certification AS Admission Summary B2 Prescription B3 Physician Order B4 Referral Form BR Benchmark Testing Results BS Baseline BT Blanket Test Results CB Chiropractic Justification CK Consent Form(s) CT Certification D2 Drug Profile Document DA Dental Models DB Durable Medical Equipment Prescription DG Diagnostic Report DJ Discharge Monitoring Report DS Discharge Summary EB Explanation of Benefits HC Health Certificate HR Health Clinic Records I5 Immunization Record IR State School Immunization Records LA Laboratory Results M1 Medical Record Attachment MT Models NN Nursing Notes OB Operative Notes OC Oxygen Content Averaging Report OD Orders and Treatment Document OE Objective Physical Examination OX Oxygen Therapy Certification OZ Support Data for Claim P4 Pathology Report P5 Patient Medical History Document PE Parenteral or Enteral Certification PN Physical Therapy Notes PO Prosthetics or Orthotic Certification PQ Paramedical Results PY Physician s Report PZ Physical Therapy Certification RB Radiology Films RR Radiology Reports RT Report of Tests and Analysis Report RX Renewable Oxygen Content Averaging Report SG Symptoms Document V5 Death Notification XP Photographs 20

21 Optional XX Report Transmission Code: Code defining timing, transmission method or format by which reports are to be sent. Enter the two digit value that defines the transmission method reports will be sent: Code AA BM EL EM FT FX Description Available on Request at Providers Site By mail Electronically only File transfer By fax Note: If the values BM, EL, EM, FT or FX are used, the Attachment Control field will be required. Attachment CTL: This field is enabled when the Report Transmission Code is a BM, EL, EM, FT, or FX. Enter the control number of the attachment. Situational XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX OUTPATIENT HEADER TWO HEADER TWO SCREEN FIELD REQUIRED (R) ALPHA (A) 21

22 DESCRIPTION LENGTH OPTIONAL (O) SITUATIONAL (S) NUMERIC (N) ALPHANUMERIC (X) DIAGNOSIS CODES PRIMARY 5 R X DIAGNOSIS CODES OTHER O X DIAGNOSIS CODES E-CODE O X PATIENT REASON O X ATTENDING PROVIDER ID 9 R X ATTENDING TAXONOMY CODE 10 R X ATTENDING LAST/ORG NAME 35 R A ATTENDING FIRST NAME 25 R A SURGICAL QUALIFIERS S X SURGICAL CODES S A SURGICAL DATES S N 22

23 HEADER TWO ENTRY INSTRUCTIONS Diagnosis Codes Primary: Enter the primary diagnosis code from the International Classification of Diseases, 9 th Modification (ICD-9-CM) manual. Revision, Clinical Note: DO NOT key the decimal point. It is assumed. XXXXX Diagnosis Codes Other 1-8: Enter up to 8 ICD-9-CM three, four or five digit diagnosis code for a diagnosis other than the principal diagnosis. Note: DO NOT key the decimal point. It is assumed. Optional XXXXX Diagnosis Codes E-Code 1-3: Enter the appropriate diagnosis code, beginning with E whenever there is a diagnosis of an injury, poisoning, or adverse effect. Optional XXXXX Patient Reason 1-3 Enter the ICD-9 diagnosis code that identifies the reason for the patient visit. Optional XXXXX Attending Provider ID Select the Connecticut Medical Assistance Program attending provider number or the HIPAA NPI from the drop down window. Note: Once you have entered the Provider ID number the Taxonomy Code, Last/Org Name and First Name will be populated automatically. XXXXXXXXX Attending Taxonomy Code: This field will be auto plugged once you enter the attending provider ID and contains an alphanumeric code that consists of a combination of the provider type, classification, area of specialization, and education/ training requirements. Note: The health care provider taxonomy code list is available on the Washington Publishing Company web site: 23

24 NNNANNNNNA Attending Last/Org Name: This field will be auto plugged once you enter the attending provider ID and contains the last name of an individual provider, or the business name of a group or facility (when the Entity Type Qualifier is a 2). AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA Attending First Name: This field will be auto plugged once you enter the attending provider ID and contains the first name of the provider when they are an individual. AAAAAAAAAAAAAAAAAAAAAAAAA Surgical Qualifiers 1-5: When a surgical procedure code is billed, select the appropriate procedure code qualifier from the drop down list. Code Description BR Principle procedure ICD-9 BQ Other Procedure ICD 9 Situational AA Surgical Codes 1-5: Once the qualifier is selected enter the ICD-9 or HCPC surgical procedure code. Then enter the date that the procedure was performed. Situational XXXXX Surgical Dates 1-5: Enter the date that the procedure was performed. Situational MM/DD/CCYY 24

25 OUTPATIENT HEADER THREE HEADER THREE SCREEN FIELD REQUIRED (R) ALPHA (A) DESCRIPTION LENGTH OPTIONAL (O) SITUATIONAL (S) NUMERIC (N) ALPHANUMERIC (X) OCCURRENCE CODES S N OCCURRENCE CODE DATES 8 S N OCCURRENCE SPAN CODES O N OCCURRENCE SPAN DATES 8 O N CONIDITON CODES S X 25

26 HEADER THREE ENTRY INSTRUCTIONS Occurrence Codes 1-8: Enter the applicable code that identifies a significant event relating to this stay. Up to eight occurrence codes can be entered with a corresponding date. Code Description 01 Auto Accident (out of state accident) 02 Auto Accident (used for no fault) 03 Accident Tort Liability if known 04 Accident Employment Related 05 Type of Accident Other than Crime Victim 11 Onset of Symptoms/Illness 21 Administratively Necessary Days 42 Discharge date Situational NN Occurrence Code Date: Enter the date associated with the code listed. Situational MM/DD/CCYY Occurrence Span Codes 1-2: Enter the Occurrence span code. Optional NN Occurrence Span Date: Enter the date associated with the code listed. Optional MM/DD/CCYY Condition Codes 1-7: Enter the appropriate condition codes to identify conditions that determine eligibility and establish primary and/or secondary responsibility. The following codes are applicable to the Connecticut Medical Assistance Program. Code Description 01 Military Service Related 02 Condition is Employment Related 03 Patient Covered by Insurance Not Shown on Claim 05 Lien Has Been Filed A1 EPSDT A4 Family Planning 26

27 Note: The condition codes listed below should only be used if an abortion was performed due to rape, incest or life endangerment. Code AA AB AD A7 A8 Description Abortion performed due to rape Abortion performed due to incest Abortion performed due to a life endangering physical condition caused by or arising from pregnancy itself Induced abortion endangerment to life Induced abortion victim of rape/incest Situational XX 27

28 OUTPATIENT HEADER FOUR HEADER FOUR SCREEN OUTPATIENT CLAIMS BILLING INSTRUCTIONS FIELD REQUIRED (R) ALPHA (A) DESCRIPTION LENGTH OPTIONAL (O) SITUATIONAL (S) NUMERIC (N) ALPHANUMERIC (X) VALUE CODES S X VALUE CODE AMOUNTS S N OTHER PHYSICIAN PROVIDER ID 9 S X OTHER PHYSICIAN TAXONOMY 10 S X CODE OTHER PHYSICIAN LAST/ORG 35 S A NAME OTHER PHYSICIAN FIRST NAME 25 S A 28

29 HEADER FOUR ENTRY INSTRUCTIONS Value Codes 1-12: Enter the applicable code that identifies a significant event relating to this stay. Up to twelve value codes can be entered with a corresponding amount. Institutional Part A Deductible Code Description A1 Deductible payer A B1 Deductible payer B C1 Deductible payer C Institutional Part A Coinsurance Code Description A2 Coinsurance payer A B2 Coinsurance payer B C2 Coinsurance payer C 08 Medicare lifetime reserve coinsurance amount in first calendar year 09 Medicare coinsurance amount in first calendar year 10 Medicare lifetime reserve coinsurance amount in second calendar year 11 Medicare coinsurance amount in second calendar year Professional Part B Deductible Code Description A1 Deductible payer A B1 Deductible payer B C1 Deductible payer C Professional Part B Coinsurance Code Description A2 Coinsurance payer A B2 Coinsurance payer B C2 Coinsurance payer C Covered Days Code Description 80 Covered Days Newborn Birth Weight Code Description 54 Newborn Birth Weight in Grams Situational XX Value Code Amounts 1-12: Enter the corresponding value code amount. Situational $$$$$$$cc Other Physician Provider ID: 29

30 Select the Connecticut Medical Assistance Program provider number or the HIPAA NPI from the drop down window. Note: Once you have entered the Provider ID number the Taxonomy Code, Last/Org Name and First Name will be populated automatically. XXXXXXXXX Other Physician Taxonomy Code: This field will be auto plugged once you enter the other physician provider ID and contains an alphanumeric code that consists of a combination of the provider type, classification, area of specialization and education/ training requirements. Note: The health care provider taxonomy code list is available on the Washington Publishing Company web site: Situational NNNANNNNNA Other Physician Last/Org Name: This field will be auto plugged once you enter the other physician provider ID and contains the last name of an individual provider, or the business name of a group or facility. Situational AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA Other Physician First Name: This field will be auto plugged once you enter the other physician provider ID and contains the first name of the provider when they are an individual. Situational AAAAAAAAAAAAAAAAAAAAAAAAA 30

31 OUTPATIENT HEADER FIVE HEADER FIVE SCREEN OUTPATIENT CLAIMS BILLING INSTRUCTIONS FIELD REQUIRED (R) ALPHA (A) DESCRIPTION LENGTH OPTIONAL (O) SITUATIONAL (S) ADMISSION TYPE ADMIT SOURCE FACILITY ID R R O NUMERIC (N) ALPHANUMERIC (X) OTHER INSURANCE INDICATOR 1 S A CROSSOVER INDICATOR 1 S A DELAY REASON CODE 1 O N X X N 31

32 HEADER FIVE ENTRY INSTRUCTIONS Admission Type: Enter the corresponding code from the primary admission reason list below: Code Description 1 Emergency 2 Urgent 3 Elective 5 Trauma Center 6 Re-Admission 9 Information Not Available X Admit Source: Select the appropriate value that corresponds to the source of admission. Code Description 1 Physician referral 2 Clinic referral 3 HMO 4 Transfer from hospital 5 Transfer from SNF 6 Transfer from another health facility 7 Emergency room 8 Court, Law A Transfer from a critical hospital New Born (If the admission type has a value of 4) Code Description 1 Normal delivery 2 Premature delivery 3 Sick baby 4 Extramural birth 5 Born inside hospital 6 Born outside hospital X Facility ID: Select the Connecticut Medical Assistance Program provider number from the drop down box that identifies the facility where services were performed. Optional NNNNNNNNNN Other Insurance Indicator: This field indicates whether the client has other insurance or when Medicare does not pay any portion of the claim. This field is defaulted to N for no. When this is changed to a Y for yes, the Other Insurance Tab is added to the claim form for entry. 32

33 Y Yes N No (default) Situational A Crossover Indicator: This field should only be used when the intent is to obtain coinsurance and deductible payments from a claim already paid by Medicare. This field is defaulted to N for no. When this is changed to a Y for yes, the Crossover Tab is added to the claim form for entry. Use this field for the following situations: Claims that do not crossover from Medicare can be submitted electronically with Provider Electronic Solutions software. After claims have been submitted to other insurance, providers can submit the Connecticut Medical Assistance claim electronically with Provider Electronic Solutions software. Note: DSS conducts monthly Electronic Claims Submission (ECS) audits, therefore, providers must retain the Explanation of Medicare Benefits (EOMB) for auditing purposes. Situational A Delay Reason Code: Select the appropriate code from the drop down list that identifies the reason for delay in submitting the claim. Code Description 1 Proof of eligibility unknown or unavailable 2 Litigation 3 Authorization delays 4 Delay in certifying provider 5 Delay in supplying billing forms 6 Delay in delivery of custom-made appliances 7 Third party processing delay 8 Delay in eligibility determination 9 Original claim rejected or denied due to a reason unrelated to the billing limitation rules 10 Administration delay in the prior approval process 11 Other 15 Natural disaster Optional N 33

34 OUTPATIENT SERVICE SERVICE SCREEN OUTPATIENT CLAIMS BILLING INSTRUCTIONS FIELD REQUIRED (R) ALPHA (A) DESCRIPTION LENGTH OPTIONAL (O) SITUATIONAL (S) NUMERIC (N) ALPHANUMERIC (X) DATE OF SERVICE 8 R N REVENUE CODE 3 R N BILLED AMOUNT 9 R N UNITS 5 R N BASIS OF MEASUREMENT 2 R A PROCEDURE 5 S X MODIFIERS S X PHARMACEUTICAL NDC 11 S N PHARMACEUTICAL UNITS 8 S N PHARMACEUTICAL BASIS FOR MEASUREMENT 2 S A 34

35 SERVICE ENTRY INSTRUCTIONS OUTPATIENT CLAIMS BILLING INSTRUCTIONS Please NOTE: If the intent for this claim is to obtain coinsurance and deductible payments form a claim paid by Medicare, please complete this section as though you were submitting this claim to Medicare: Date of Service: Enter the date on which service(s) were provided for this claim in MM/DD/CCYY format. MM/DD/CCYY Revenue Code: Enter the revenue code for the appropriate accommodation and/or ancillary services provided. Each specific revenue center code for outpatient services must have a single date of service. Span dating is not permitted in the detail section for outpatient claim submission. Outpatient Revenue center codes must be accompanied by the corresponding HCPCS code for laboratory services. Outpatient Revenue center codes , , 273, and must be accompanied by the corresponding HCPCS code for physician administered pharmaceuticals. Home Health Revenue center codes must be accompanied by the corresponding HCPCS code for home health claims. Revenue center codes 657 and 659 must be accompanied by the corresponding HCPCS code for hospice claims. Outpatient and Home Health claims must be billed with the RCCs for which DSS has assigned rates. NNN Billed Amount: Enter the total amount for the services performed for this procedure. This should include the charge for all units listed. $$$$$$$cc Units: Enter the number of days or units of service for which services were provided. Note: For accommodation days, the sum of all the detail days must equal the days indicated. NNNNN 35

36 Basis of Measurement: Enter the code specifying the units in which a value is being expressed, or the manner in which a measurement has been taken. This field defaults to UN. Code DA UN Description Days Units (default) AA Procedure: Enter the appropriate procedure code when submitting revenue center codes for Laboratory, Physician Administered Pharmaceutical, Home Health, or Hospice services. Please refer to the relevant Connecticut Medicaid Provider Billing Manual Chapter 8 for provider-specific claims submission instructions. Situational XXXXX Modifiers 1-4: Enter the modifier, if applicable. Up to four (4) modifiers may be entered for each detail. Situational XX Note: When physician administered drugs are being billed the Pharmaceutical section should also be used. Pharmaceutical NDC: Enter the 11 digit National Drug Code (NDC). Situational required if physician administered drug is billed NNNNNNNNNNN Pharmaceutical Units: Enter the number of units for the drug that was dispensed. Situational, required if NDC present NNNNNNNN Pharmaceutical Basis for Measurement: Select the appropriate value from the drop-down lists that specifies the units in which a value is being expressed, or the manner in which a measurement has been taken. This field defaults to UN. Code GR ME ML UN Description Grams Milligram Milliliters Units (default) Situational, required if NDC present AA 36

37 OUTPATIENT OTHER INSURANCE OTHER INSURANCE SCREEN FIELD REQUIRED (R) ALPHA (A) DESCRIPTION LENGTH OPTIONAL (O) SITUATIONAL (S) NUMERIC (N) ALPHANUMERIC (X) RELEASE OF MEDICAL DATA 1 R A BENEFITS ASSIGNMENT 1 R A ICN 30 O X CLAIM FILING IND CODE 2 R X ADJUSTMENT GROUP CD 2 R X PAYER RESPONSIBILITY 1 R A REASON CODES R X REASON AMTS R N PAID DATE 8 R N PAID AMOUNT 9 R N POLICY HOLDER GROUP # 17 O X POLICY HOLDER GROUP NAME 14 R A POLICY HOLDER CARRIER CODE 3 R X POLICY HOLDER LAST NAME 35 R A POLICY HOLDER FIRST NAME 25 R A 37

38 OTHER INSURANCE ENTRY INSTRUCTIONS Providers are required to submit other insurance information when another payer is known to potentially be involved in paying or denying a claim. This tab should also be used when Medicare does not pay any portion of the claim and all dollar fields below will contain zero amounts. Please use the crossover tab when the intent is to obtain coinsurance and deductible payments from a claim already paid by Medicare. The following fields are required when a Y is indicated in the other insurance indicator field on the Header Five Screen. Release of Medical Data: Select the appropriate value from the drop down box that indicates whether the provider, has on file, a signed statement by the client authorizing the release of medical data to other organizations. This field defaults to Y. A Benefits Assignment: Select the appropriate value from the drop down box that identifies that the client, or authorized person, authorizes benefits to be assigned to the provider. This field defaults to Y. A ICN: Enter the claim number from the claim processed by the other insurance. Optional XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Claim Filing Ind Code: Select the appropriate value from the drop down box that identifies the type of other insurance claim that is being submitted Select MA or M when the denial is from Medicare. XX Adjustment Group Cd: Select the appropriate value from the drop down box that identifies the general category of payment adjustment by the other insurance company. XX Payer Responsibility: Select the code that describes the order of insurance carrier s level of responsibility for a payment of a claim. A 38

39 Reason Codes: OUTPATIENT CLAIMS BILLING INSTRUCTIONS Enter the code identifying the reason the adjustment was made by the other insurance carrier or use this field to indicate the reason Medicare denied the claim. The reason code can be found in the Implementation Guide by clicking on the following site: Follow these instructions to retrieve the reason codes: Click on HIPAA Click on Code Lists Click on Claim Adjustment Reason Codes Use this list of codes to indicate if a payment was made by OI or denied by OI. XXXXX Reason Amounts: Enter the amount associated with the reason code. $$$$$$$cc Paid Date: Enter the date on the other insurance voucher or explanation of benefits. Use this field to enter the date Medicare denied the claim. MM/DD/CCYY Paid Amount: Enter the amount paid by the other insurance carrier. An amount of zero (0) may be entered. This field is required if a value is entered in the Reason Code field on the other insurance screen and a payment has been received towards the claim from a third party. $$$$$$$cc Policy Holder Group #: Select the group number for the other insurance from the drop down list. If a group number is not applicable, please enter the policy number of the client. For Medicare clients, please enter the client s Health Insurance Claim (HIC) number. Optional XXXXXXXXXXXXXXXXX Policy Holder Group Name: This field is auto-plugged when a group number is entered and contains the name of the group that the other insurance is listed under and coincides with the Group number. AAAAAAAAAAAAAA 39

40 Policy Holder Carrier Code: This field is auto-plugged when a group number is entered and contains the carrier code identifying the Other Insurance carrier from the drop down list. XXX Policy Holder Last Name: This field is auto-plugged when a group number is entered and contains the client s Connecticut Medical Assistance Program s identification number. AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA Policy Holder First Name: This field is auto-plugged when a group number is entered and contains the client s Connecticut Medical Assistance Program s identification number. AAAAAAAAAAAAAAAAAAAAAAAAAAA 40

41 OUTPATIENT CROSSOVER CROSSOVER SCREEN OUTPATIENT CLAIMS BILLING INSTRUCTIONS FIELD REQUIRED (R) ALPHA (A) DESCRIPTION LENGTH OPTIONAL (O) SITUATIONAL (S) NUMERIC (N) ALPHANUMERIC (X) RELEASE OF MEDICAL DATA 1 R A BENEFITS ASSIGNMENT 1 R A CLAIM FILING IND CODE 2 R X MEDICARE PROVIDERS 9 O N RENDERING ID MEDICARE PROVIDERS 16 O A LAST/ORG NAME MEDICARE ICN 14 R X PAID AMOUNT 9 R N PAID DATE 8 R N AMOUNTS DEDUCTIBLE 9 R N AMOUNTS COINSURANCE 9 R N POLICY HOLDER CARRIER 3 R X CODE POLICY HOLDER LAST NAME 35 R A POLICY HOLDER FIRST NAME 25 R A 41

42 CROSSOVER ENTRY INSTRUCTIONS OUTPATIENT CLAIMS BILLING INSTRUCTIONS The following fields are required when a Y is indicated in the Crossover Indicator field on the Header Three Screen. These fields should only be used when the intent is to obtain coinsurance and deductible payments from a claim already paid by Medicare. Please see the instructions on the Other Insurance tab if Medicare did not pay any portion of the claim. Use these fields for the following situations: Claims that do not crossover from Medicare can be submitted electronically with Provider Electronic Solutions software. After claims have been submitted to other insurance, providers can submit the Connecticut Medical Assistance claim electronically with Provider Electronic Solutions software. Note: DSS conducts monthly Electronic Claims Submission (ECS) audits, therefore, providers must retain the Explanation of Medicare Benefits (EOMB) for auditing purposes. Release of Medical Data: Select the appropriate value from the drop down box that indicates whether the provider, has on file, a signed statement by the client authorizing the release of medical data to other organizations. This field defaults to Y. A Benefits Assignment: Select the appropriate value from the drop down box that identifies that the client, or authorized person, authorizes benefits to be assigned to the provider. This field defaults to Y. A Claim Filing Ind Code: Select the appropriate code from the drop-down box that identifies the type of other insurance claim that is being submitted. XX Medicare Providers Rendering ID: Select the appropriate identification number of the Medicare attending provider from the billing provider list. Optional NNNNNNNNN Medicare Providers Last/Org Name: This field is auto-plugged once you select the Rendering provider identification number. Optional AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA Medicare ICN: Enter the claim number assigned to the claim by Medicare. 42

43 XXXXXXXXXXXXXX Paid Amount: Enter the dollar amount paid by Medicare for the service or claim. $$$$$$$cc Paid Date: Enter the date on the Explanation of Medicare Benefits (EOMB) on which these services are listed. MM/DD/CCYY Amounts Deductible: Enter the amount of the deductible that applies to the claim or detail identified by Medicare. $$$$$$$cc Amounts Coinsurance: Enter the amount of coinsurance applied to the claim or detail identified by Medicare. $$$$$$$cc Policy Holder Carrier Code: Select the carrier code that corresponds to the policyholder for this claim. XXX Policy Holder Last Name: This field is auto-plugged once you select the carrier code. AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA Policy Holder First Name: This field is auto-plugged once you select the carrier code. AAAAAAAAAAAAAAAAAAAAAAAAA 43